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Table of Contents
1. Workplace Values
a. Teamwork and Empowerment
b. Commitment to staff training and development
c. Meeting Commitments
d. Harassment-free workplace
e. Anti-Oppression Framework
f. Respect for each person’s uniqueness
g. Consideration of individual needs
2. Hiring Process
a. Vacancies and New Positions
b. Underlying Principles of Filling Vacancies
c. Recruitment Process
d. References
e. Hiring of Family Members
f. Applications from Former Employees
g. Confidentiality
h. Probationary Period
3. Classification of Staff
a. Permanent, Full-time Employees
b. Permanent, Part-time Employees
c. Contract Employees
d. Casual/Relief/Temporary Employees
4. Hours of Work
a. Normal working hours
b. Punctuality
c. Flex Hours
d. Flex Location
e. Overtime
f. Punctuality
g. Staff Childcare Claims
h. Subsidized Meal Claims
i. Emergency Situations
5. Vacation
a. Vacation Eligibility
b. Request Process
c. Paid Holidays
d. Floater Days
8. Personnel Recognition
9. Performance Evaluation
a. Frequency
b. Process
c. Constructive Discipline Policy
13. Harassment/Discrimination
a. Personal Harassment/Discrimination
b. Sexual Harassment/Discrimination
c. Filing a Complaint
18. Gifts
The Personnel Policy manual is intended to give staff a clear understanding of the policy
framework within which we strive to implement equitable and consistent management
practices. All employees are expected to abide by the policies set out in this manual.
Personnel policies and human resources guidelines will be reviewed regularly and
updated as required.
1. Workplace Values
The PERSON Human Resources Policy manual is a reflection of the importance placed
on our most valuable resources – our employees and contracted staff. Every employee
shall be accorded fair and equitable treatment at all times.
c. Meeting Commitments
PERSON staff will follow through on our spoken, written and implicit agreements to each
other, as well as those outside of the organization.
d. Harassment-free workplace
PERSON is committed to providing a climate of understanding and mutual respect in
which all persons are treated equally and with dignity. PERSON stands by an anti-
oppressive framework.
e. Anti-Oppression Framework
PERSON is committed to creating and sustaining a work environment that celebrates
diversity and appreciates the dignity and worth of each person. We are an organization
where the words and actions of people must not exclude, limit or degrade on the basis of
race, colour, sexual orientation, gender, class, religion, citizenship, size, HIV status,
family status and physical or mental challenges. No such harassment or discrimination
will be tolerated.
2. Hiring Process
a. Vacancies/New Positions
A vacancy occurs when management has determined that a position is to be filled due to
resignation, retirement, transfer or promotion of the incumbent or when a new position
has been established and all approvals have been obtained. A vacancy does not occur
when the incumbent is:
Acting in another position
On leave-of-absence
On vacation
On sick leave
On secondment or temporary assignment
All vacancies will be declared upon the recommendation of the Secretary and the
approval of the Board of Directors.
In accordance with the vision of PERSONPERSON, and its Access & Equity Policy,
certain ‘non-traditional’ qualifications will be taken into consideration during the hiring
process. These qualifications include, but are not restricted to:
A candidate’s connection and level of standing within the communities we serve;
A candidate’s level of ‘success’ in past endeavours, which may be viewed in the
context of particular personal, social or cultural challenges, and not solely in
comparison to that of other candidates.
Such qualifications may be considered at the discretion of the hiring committee, but will
be kept confidential, as will all personal employee information, and will not be utilized in
any way to distinguish or discriminate against an employee. Disclosure of information of
a personal nature is solely the decision of the individual employee.
d. References
A minimum of 2-3 references should always be checked and, where possible, should
include past employers. The Hiring Committee will determine the questions to be asked
of the references and will have the responsibility of making these calls. If past employers
refuse to provide a reference the Hiring Committee will make a decision as to whether to
go forward with a particular candidate.
g. Confidentiality
PERSON is sensitive to privacy issues. The collection, use and disclosure of any
personal information provided to PERSON, in consideration for employment
opportunities, will be used solely for such purpose. The personal information requested
by PERSON allows the Hiring Committee to evaluate applications for employment
against opportunities in the organization, and communicate with candidates regarding
the status of application. PERSON will not sell or otherwise provide personal information
to others.
h. Probationary Period
Per the Employment Standards Act, all new employees of PERSON are subject to a
three- month probationary period. The probationary period allows new employees time
to learn the duties and fulfill the responsibilities of their new position. It also allows the
employees’ supervisor to assess the ability of the employee to meet job requirements.
At any time during the probationary period, PERSON reserves the right to terminate the
employment contract without notice, as required under the Employment Standards Act.
3. Classification of Staff
c. Contract Employees
The Executive or Managing Director may approve short-term contracts that are a
maximum of 12 months. Contracts may be renewed, with the approval of the Executive
and Managing Director, provided funding is available, work is still available, and
performance criteria of the current job description have been met or exceeded.
d. Casual/Relief/Temporary Employees
Employees in this category generally are scheduled by PERSON on an “as needed”
basis. Employees in this category will be placed on a “Casual/Relief” list that will be
maintained by the Managing Director. Determination for contracting such employees
shall be made by the management team only.
4. Hours of Work
b. Punctuality
Punctuality is a sign of respect. Employees must inform their supervisor of their arrival
time if they are running late. Employees who are absent due to illness or other reasons
shall contact their Supervisor within 30 minutes of their starting time or at the earliest
time possible. In the absence of their supervisor, the office shall be notified and a
message will be left for the employee’s supervisor.
c. Flex Hours
All employees shall be available for core hours of 10:00 to 4:00. However, in order to
accommodate personal preference, employees may take hours of work from 8:00 am –
4:00 pm or 10:00 am – 6:00 pm. Flex hours are intended to be a long term arrangement
that is well understood and communicated to all PERSON personnel, and should not
change on a weekly basis. All flex hour arrangements must meet our program needs
and therefore must be approved by the employee’s supervisor.
d. Flex Location
Employees may work from home with the prior approval of their supervisor. Employees
who are working from home must provide their own computer and email access, as well
as a telephone number, so that PERSON personnel can reach them.
e. Overtime
Working overtime hours will be compensated by offering employees additional time off
for their vacation period. Overtime hours must be recorded in order to offer an accurate
and realistic time period.
f. Emergency Situations
In emergency situations, when an employee’s supervisor is not available, staff can make
decisions, and act on them as they relate to the emergency situation. Actions
undertaken in the absence of an employee’s supervisor’s must be reported to the
supervisor as soon as possible.
5. Vacation
Employees must work 3 months before becoming eligible to take vacation. The year (for
vacation purposes) will be counted annually from the date of employment. All vacations
must be scheduled in advance, approved by the Managing Director, and must be
adjusted/scheduled to meet the needs of PERSON. PERSON recognizes each
employee’s vacation entitlement and will not unreasonably deny or withhold approval of
vacation requests.
a. Vacation Eligibility
Employees with 1 to 3 years of employment are entitled to 2 weeks of paid vacation per
year (pro-rated based on the number of hours worked). Upon completion of 3 years of
employment, employees are entitled to 4 weeks paid vacation, unless otherwise
specified in an employment contract.
b. Request Process
Employees must submit a Request for Leave form to the Managing Director or
designate for approval.
Requests for vacation of ten or more consecutive days must be submitted to the
Managing Director or designate at least one month in advance of the request.
Request for vacation less then ten consecutive days should be submitted in
advance as soon as possible.
The Managing Director or designate will respond to all requests within ten working days.
Consideration will be given to seniority, service coverage and vacation time available.
d. Floater Days
All full-time and part-time employees will be given 3 additional floater holiday days per
year. Floater days can be used to meet personal or family needs or to accommodate
time needed for religious observance. Floater days must be scheduled by employees in
advance and must be approved by their supervisor. Carryover of unused floater days to
the next year is not allowed.
a. Sick Leave
All permanent full-time employees are entitled to one and a half days per month, up to
18 paid sick leave days per year (pro-rated for part-time employees). This time can be
used for reasons of personal illness, medical and dental appointments or sickness of
immediate family members.
Carryover of unused sick leave to the next year is not allowed, and any unused sick
leave will not be compensated. Illnesses of more than three consecutive days require
the provision of a doctor’s certificate.
b. Maternal/Paternal Leave
These leaves are granted in accordance with the employment Standards Act. Wherever
possible, two months notice should be given and a minimum of two weeks notice is
required. A minimum of one months notice must be given regarding return date of work.
c. Leave of Absence
A leave of absence may be granted, with or without pay. It is expected that employees
requesting a leave of absence will have exhausted accumulated vacation entitlements,
lieu time and/or sick time (if applicable)
All requests for leave shall be submitted in writing to the Managing Director. The request
will be submitted with as much notice as is reasonably possible and will include the
reason for the leave.
PERSON’s goal in supporting learning opportunities for its employees is to enhance the
quality of programming for the broader community. Thus professional development
opportunities supported by PERSON will be chosen primarily on the basis of how they
will improve our employee’s ability to perform their jobs. Employees that participate in
training opportunities supported by PERSON are expected to share their learning
through whatever medium they see fit.
PERSON will support two types of learning opportunities: those which are deemed to
have a direct bearing on an employee’s current duties; and those which are deemed to
have an indirect bearing on an employee’s current duties. The Managing Director will
have the authority to decide if a proposed training opportunity falls into either of these
two categories and what level of support PERSON is able to offer.
While PERSON would like to support all learning opportunities that will improve an
employee’s ability to perform at work, this is not always possible. PERSON may only be
able to offer partial support, or no support at all, based on fiscal and staffing
considerations at the time of the request.
c. Types of Support Available for Employee Requested Training
For opportunities with a direct bearing on an employee’s current duties, the following
support is possible. Please note that PERSON is not able to guarantee this support, and
will consider each request on a case-by-case basis.
Up to 100% of registration/tuition costs;
Up to 100% of course materials (should PERSON pay for 100% of the materials,
these materials will become the property of the PERSON library after the course
is completed);
Course time spent considered part of employee’s regular scheduled hours of
work;
Employee given paid leave to attend (e.g. vacation, earned comp time);
100% of transportation costs;
1) The staff member will complete a “Learning Opportunity Request” form and submit it
to the Managing Director at least fifteen (15) working days in advance of the event or
course.
2) The Managing Director will decide if the event has a “direct” or “indirect” bearing on
the employee’s current duties, and decide:
What portion of the cost of the event will be paid by PERSON;
Whether the time spent attending the event form part of the employee’s regular
scheduled hours of work;
Whether the employee be granted paid or unpaid time off to attend the event;
What portion of the cost of materials will be paid by PERSON;
Any combination of the above;
3) The Managing Director will complete and sign the “Learning Opportunity Request”
form and return it to the employee within two working days. The employee will then
have the opportunity, based on the decisions made by the Managing Director, to
decide whether or not they still plan to attend the activity.
e. Reimbursement
In most situations, the employee will pay the costs themselves and seek
reimbursement for the approved amount by submitting proof of payment.
The employee must have successfully completed the learning opportunity in
order to receive any reimbursement amount.
In unusual circumstances, staff can ask for advance payment.
8. Personnel Recognition
PERSON recognizes the importance of particular personal milestones. They include but
are not limited to:
Birthdays
Birth of a child
Retirement
Sickness/Hospitalization
Weddings
PERSON wishes to recognize these milestones, where possible, and will ensure that all
staff is treated equally. PERSON’s financial guidelines permit subsidization of a card,
suitable gift, flowers or refreshments, depending on the nature of event.
9. Performance Evaluation
The performance evaluation process helps ensure that job performance and contribution
are in line with accomplishing PERSON goals. The purpose of a performance
evaluation is to provide a constructive forum for mutual feedback regarding job
performance, relevance of the job description and analysis of the working environment.
Additionally, the performance evaluation process will allow the parties to discuss and
agree upon goals to be achieved and supports to be provided.
a. Frequency
A probationary employee will undergo a performance evaluation shortly before
the completion of their probationary period, and annually thereafter.
A permanent employee will undergo a formal performance evaluation annually,
based on their anniversary date.
b. Process
The employee’s supervisor will conduct an informal, verbal performance evaluation
before the end of the employee’s probationary period. The employee’s supervisor will
conduct a formal, written performance evaluation on an annual basis thereafter. Each
employee of PERSON is required to participate in their own performance evaluation.
1. The employee’s supervisor will provide employees under review with a copy of
the Performance Evaluation form. Before a performance evaluation date can be
scheduled, employees must complete and return the form to their supervisor.
2. Once an employee’s supervisor has received a completed Performance
Evaluation form, a performance evaluation meeting can then be arranged (at
least one week in advance to allow employees adequate time for preparation).
3. The employee and their supervisor will then meet to review and discuss the
Performance evaluation.
4. The Employee’s supervisor will then prepare a written report resulting from the
performance evaluation meeting. The report will be provided to the employee for
comment and their signature, as having received and read the performance
evaluation.
d. Process
The employee’s supervisor is responsible for the application of PERSON policies and
procedures and the monitoring of employee performance. In the event an employee’s
actions or job performance are not consistent with PERSON standards, the following
progressive disciplinary steps will be taken.
The warning will be in a letter or memo format and will include the following:
List of reasons for the written warning, with specific identification of the
problem, along with a reference to the previous warning.
A specific time period will be given for improvement. Resources will be
made available within PERSON for the employee’s use.
The employee will face consequences resulting from not meeting the
criteria within the specific time frame, up to and including termination.
The employee must be closely monitored and supported in order to resolve the
problem.
In the case of serious incidents, one or more of these steps may be skipped.
10. Termination of Employment
Employees willing to resign voluntarily from PERSON are expected to give at least two
(2) weeks notice of their intention to terminate their employment. The termination date
will be the last day worked by the employee and will not be extended to include any
earned vacation time, overtime, flextime and accumulated hours etc. due to the
employee at the time of leaving.
PERSON determines to conduct an exit interview with employees voluntarily leaving the
agency as part of the termination process for the following purpose:
Informing and counselling employees leaving PERSON on termination
entitlements, benefits and/or procedures
To obtain employee comments regarding their employment in an attempt to
reduce turnover by identifying the current or potential problems/issues, and by
taking appropriate action with a view to improve the quality of working life at
PERSON.
a. Process
An exit interview shall be scheduled for employees leaving PERSON with service
equal to three months or greater. Exit interviews shall be scheduled on the
employee’s last day of work (where possible) and shall be conducted by the
Secretary.
Employees also have the option of submitting an Employee Exit Interview
questionnaire to the Secretary.
All exit interviews are confidential and will be maintained within PERSON.
The employee may choose to give permission to PERSON to use all or part of
the information for discussion with their previous supervisor. If the employee
does not give permission to use the information, the comments made will then be
assimilated with the information received from others who have terminated from
PERSON and the employee shall be advised accordingly.
All summary exit interviews will be kept in a confidential file.
PERSON recognizes that conflict situations may arise in the workplace, and
encourages a proactive approach to conflict resolution. Employees are encouraged to
handle workplace conflicts among themselves before invoking an official grievance
process to resolve a conflict. In the event a conflict cannot be resolved, employees
should follow the informal complaint procedure.
a. Informal Complaint Procedure
Should the conflict not be resolved, employees have the option of taking the matter to
the Secretary for resolution. If the complaint involves the Secretary, employees have the
option to take it to a mutually acceptable board member to help them resolve the conflict
and reach a mutually acceptable resolution. The process is confidential and
undocumented. If employees are dissatisfied with the outcome of the informal complaint
procedure, they may follow the formal grievance procedure.
Within ten working days the Secretary will advise the Chair of the Board of the complaint
and someone from the Review Committee will be assigned to investigate the complaint.
The investigator meets with the complainant within the next ten working days to clarify
the situation and to determine that it meets the criteria for investigation, as follows:
A grievance that can be addressed by this policy is defined as a difference
occurring between staff/Secretary/board of directors arising from the
interpretation, application, administration or alleged contravention of the
organization’s policies
If a person is being dismissed because of theft, assault, fraud or other reckless or
willful acts or omissions that would jeopardize the safety of another person or the
operation of the organization, the grievance procedure will not be utilized.
The investigator communicates in writing to both the complainant and respondent the
outcome of the initial meeting within three working days of the decision. If an
investigation is not warranted, the respondent may request clarification (in writing) from
the investigator. Should an investigation be warranted, in its letter, the investigator
would outline the process that will be undertaken.
Should the grievance warrant investigation the investigator will arrange to meet with the
respondent within ten working days of the decision to hear his or her experience of the
situation. It is understood that either party involved has the right to identify other sources
of evidence.
The Review Committee will meet to discuss the grievance and recommend a plan of
action. The Chair of the Committee is responsible for making sure minutes of the
meeting(s) are recorded and that everyone signs an agreement acknowledging the key
points. Minutes of the meeting(s) will be distributed to the respondent, complainant, the
Chair of the Board, the Secretary and all members of the Review Committee. All parties
must agree to any corrections to the minutes.
The plan of action will be communicated to both parties within five working days of the
meeting. Once a decision has been communicated, a mediation meeting can be
organized at the request of one or both parties and at the agreement of both parties.
Both parties should consider the mediator neutral. The mediator will advise the Review
Committee of the outcome of the process.
Documentation of the grievance process will be placed in both the complainant and
respondent’s personnel files. The Secretary and Review Committee Chair should also
keep copies of the process.
Where the complainant is the Secretary and the respondent is the Board, an investigator
or investigative team should be appointed that is mutually agreeable to both parties.
Both parties should adhere to the findings and recommended plan of action.
13. Harassment/Discrimination
This policy is not meant to inhibit relationships based on mutual consent or normal social
contract, nor is the policy meant to inhibit the normal course of performance
management or progressive discipline.
c. Filing a Complaint
A victim of alleged harassment/discrimination can file a complaint. Complaints can also
be made by a group of people who may have been subjected to the same offensive
treatment, by co-workers who witnessed the incidents, or by someone on whom there is
a direct and personal impact as a result of harassment/discrimination involving others.
An employee may choose to deal with a complaint or concern under this policy in the
following ways:
i. Deal directly with the harasser. An employee can make it known to the harasser that
the behavior is offensive and specifically request that the behaviour stop immediately. In
some cases the harasser may not realize that the behaviour is unwelcome and will stop.
ii. Make a verbal complaint to the Secretary. The Secretary and the employee will
discuss the issue and determine whether the situation requires further investigation or if
further action is required.
iii. File a formal Complaint. If informal attempts at resolving the problem are not
successful, a formal complaint and investigation may be required.
1. An employee can file a complaint through the Grievance Procedure or submit a letter
of complaint to the Secretary. A letter of complaint should contain a brief account of
the offensive incident(s), when the behaviour occurred, the person(s) involved and
the name(s) of the witnesses, if any. The letter should also include the remedy
sought, and be signed and dated by the complainant.
2. The Secretary or Review Committee will conduct confidential interviews with relevant
parties to obtain information and clarify details of the reported incident(s). All
persons named in the complaint have a right to reply to the allegations against them
and the right to be accompanied by a representative of their choice in the interviews.
All parties will have an opportunity to identify witnesses or others to be interviewed
and all parties have a right to be represented.
3. Providing the complaint has not been withdrawn at this point, the Secretary or
Review Committee will document the results and conclusions of the investigation
after the interviews. A summary report, including recommended action will then be
forwarded to the Secretary for review.
PERSON email and Internet system is primarily intended for work purposes.
Excessive personal use of PERSON’s email or internet system robs PERSON of
valuable work time, and may be considered grounds for discipline.
Email and Internet usage (business and personal use) must adhere to
PERSON’s harassment-free workplace policy. Any sexist, pornographic, racist,
offensive, demeaning or otherwise disruptive material or activities are strictly
prohibited. Any employee who violates this policy shall be subject to discipline
up to and including termination.
E-mail correspondence is the property of PERSON. PERSON reserves the right
to monitor the e-mail system, including an employee’s mailbox at its discretion in
the ordinary course of business PERSON also reserves the right to monitor
employee’s Internet usage.
PERSON reserves the right to access and/or disclose messages sent over the
email system. Employee email and Internet usage is not considered private.
Employees should be aware that e-mail messages sent to recipient’s external to
PERSON are not secure. Therefore, sending of confidential information via e-
mail to external recipients is prohibited. This includes, but is not limited to
complaint-specific information.
Employees shall not post, display or make easily available any access
information, including, but not limited to passwords.
Under no circumstances shall information of a confidential, sensitive or
proprietary nature be placed on the Internet. This includes, but is not limited to
client or complaint-specific information.
PERSON staff may not establish Internet or other external network connections,
which could allow unauthorized persons to gain access to PERSON systems and
information. These connections are not limited to unauthorized home/modem
hook-ups or personal web pages.
All files downloaded from the Internet must be checked for possible computer
viruses. If there is uncertainty whether an employee’s virus-checking software is
current, the employee must check with an authorized PERSON manager before
downloading.
b. General Procedures
Information regarding any client shall be shared among PERSON personnel who
participate in program implementation and the information shall be limited to the
extent necessary to provide services.
Staff whose responsibilities require the processing of confidential information
about other staff members shall not divulge such information, except to the
extent necessary to provide a service to that staff member or to address issues
of a professional nature.
All staff members must maintain and protect confidential information or records
by locking them in desks or filing cabinets.
Confidential material that is being discarded shall be destroyed, (shredded or
incinerated).
PERSON personnel shall not remove files or other confidential materials from the office
without the expressed permission of the Secretary.
PERSON will provide a safe and healthful work environment as required under the
Occupational Health and Safety Act. PERSON will strive to eliminate any foreseeable
hazards (unsafe conditions and unsafe acts), which may result in fires, security losses,
damage to property and personal injuries/illness.
a. Process
In The Event of Aggressive Behaviour by a Client:
During a Meeting
Use the intercom to page the Receptionist, or another staff member for
assistance.
If you are concerned about your personal safety, leave the area to seek
assistance.
The client should be notified that his or her participation at the event cannot
continue. He or she should be asked to make another appointment, or
participate in another session, if appropriate.
The client is to be escorted to the door.
If the client persists in being abusive or disruptive, he or she should be asked to
leave.
Where you feel that there exists the threat of physical harm or imminent danger,
911 can also be called.
In the Office
Staff should consider the placement of their desks, so as to create a clear exit
path.
Staff should leave their doors open if they feel uncomfortable, or anticipate a
problem.
Staff should notify the Receptionist, or another staff member when they believe
that there is the potential for a problem.
In The Centre
When PERSON is closed, staff must keep the door locked. No one is to be
invited in.
At the end of the workday, each staff person is responsible for ensuring that he
or she locks the door.
Where you feel that there exists the threat of physical harm or imminent danger,
alert others by yelling, “Danger leave the building”. Staff should ensure that
everyone leaves the premises by using one of the exits. Dial 911 from outside
the building.
Personal Threats
Any employee that receives a personal threat of any kind must report the incident to the
Secretary immediately, even if the staff person does not believe that the threat will be
acted upon.
Incident Reports
In any case where an individual is injured, or suspected of sustaining an injury while on
the premises in which PERSON provides service, an incident report shall be completed
by the person(s) witnessing the event or accident in which the injury or suspected injury
occurred.
If a person is injured without a witness present, the staff person to whom the injury is
reported shall complete the report. The report shall be completed in full; changes to the
report will be crossed out and initialed rather than erased.
Any injuries to PERSON staff are required by law to be reported to the Workplace Safety
Board within seven (7) days from notice of occurrence. Such reports are filed by the
Secretary, who shall be informed both verbally and in writing of any injury within (72)
hours of its occurrence.
The Secretary is required to complete a WSIB “Form 7” whenever a work-related injury
has occurred to an employee and has caused the employee to:
Be absent from regular working hours.
Assume lighter duties.
Earn less than regular pay.
Obtain healthcare.
17. Gifts
Employees shall endeavour not to accept personal gifts or service from the following
parties:
Clients
Funders
Employers participating in programs
Politicians
No employee shall gain personal benefit or advantage from any of the above listed
parties. Employees shall discourage parties from presenting gifts and encourage them
instead to make a donation to PERSON. Small gifts (plants, food etc) should be
donated to PERSON and shared amongst staff.
If a gift is received, the employee shall advise the Secretary and discuss how to
proceed. If an employee feels it appropriate to provide a gift to any of the above parties,
the employee must make a request to the Secretary.
Media relations are, by extension, public relations. Because of the broad impact a media
item can have on the public and on PERSON, all inquiries from media shall be directed
to the Secretary. An employee may only participate in a PERSON-approved media event
if he/she has received permission prior to the appearance from his/her supervisor with
the concurrence of the Secretary.
Employees must not accept any fee for taking part in a radio/TV performance or any
other media event to which she/he was invited and given approval by the Secretary as a
direct result of his/her position or field of knowledge derived as an employee of
PERSON. If however, for any reason a fee is paid, it must be made payable to
PERSON.
a. Volunteers
Where a volunteer, either on his/her own behalf, or while acting for, by, with or through
another is in any way directly, or indirectly interested in an existing or proposed contract,
transaction or arrangement with PERSON or who otherwise has a conflict of interest and
is present at PERSON meetings where the matter is the subject of consideration,
he/she:
Shall, prior to any consideration of the matter at the meeting, disclose his/her
interest.
Remove him/herself from the meeting while the matter is being considered.
Shall not attempt in any way whether before, during or after the meeting to
influence the voting on any such question.
Where a volunteer is not present at a meeting but whose actions may potentially violate
this policy, they must:
Disclose in writing to the Chair of the Board, the nature and extent of such
interest so that determination can be made as to whether a conflict of interest
does exist.
Shall not attempt in any way to influence those deciding on the awarding of the
contract, transaction or arrangement that is the subject of the conflict.
b. Staff
Where an employee, either, on his/her own behalf or while acting for, by, with or through
another:
Has any pecuniary interest, direct or indirect, in an existing or proposed contract,
transaction or arrangement with PERSON.
May benefit or appear to benefit from the use of information not available to the
public that has been acquired during his/her official duties at PERSON.
May operate a business or service that competes or conflicts with PERSON’s
services or otherwise has the potential for being perceived as an extension of
PERSON service, or who otherwise;
Has a conflict of interest with PERSON.
The employee shall immediately disclose in writing through the line of reporting, to the
Secretary the nature and extent of such interest so that determination can be made as to
whether a conflict of interest does exist.
c. Exceptions
The Board of Directors may consider and allow the declared conflict of interest of staff
and volunteers to continue where the contract or arrangement provides obvious benefits
to PERSON and where reasonable attempts have concluded that it is unlikely that any
other party can provide this advantage to PERSON. Where such an arrangement is
made, PERSON shall monitor it for the life of the arrangement to ensure that the
foregoing conditions continue to be satisfied.
Appendix A - Forms
EMPLOYEE NAME:
DATE OF REQUEST:
WORKSHOP/COURSE TITLE:
ORGANIZATION OFFERING PROGRAM:
DATE(S) AND TIME(S) OF EVENT/COURSE: